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Finance Committee - 04/21/2021 Page 14
Mayor Donchess

Alright, any questions or comments? (There were none.). Would you please call the roll, Madam Clerk?
A viva voce roll call was taken which resulted as follows:

Yea: Alderman Klee, Alderwoman Lu, Alderman Harriott-Gathright,
Alderman Laws, Alderman O’Brien, Mayor Donchess 6

Nay: 0
MOTION CARRIED

From: Kelly Parkinson, Purchasing Manager
Re: Vehicle: Utility Truck in the amount of $67,898 funded from accounts 81500 Vehicles

MOTION BY ALDERMAN HARRIOTT-GATHRIGHT TO ACCEPT, PLACE ON FILE, AND AWARD THE
REPLACEMENT OF A 2005 CHEVY SILVERADO 2500HD WITH A 2021 CHEVY SILVERADO 2500HD
4WD WHICH INCLUDES AN EXTENDED BUMPER-TO-BUMPER WARRANTY FOR 7 YEARS/75K MILES,
A TRUCK MAINTENANCE PLAN FOR 6 YEARS/75K, AND A FIVE YEAR MAINTENANCE PLAN ON THE
PLOW AND SANDER IN THE PARKING DEPARTMENT TO MACMULKIN CHEVROLET, NASHUA, NH, IN
THE AMOUNT OF $67,898. FUNDING WILL BE THROUGH DEPARTMENT: 166 PARKING; FUND: 81500
VEHICLES, BY ROLL CALL.

ON THE QUESTION

Mayor Donchess

Mr. Cummings?

Director Cummings

Mayor, actually Ms. Stansfield is here and she can speak to it.
Mayor Donchess

Alright, Jill could you go ahead then, please?

Ms. Stansfield

Sure so this is a replacement vehicle for our 2005 truck for parking operations, snow operations. So this is
going to replace that truck that is another vehicle that is well beyond its useful life.

Mayor Donchess
And this was done the CERF schedule for purchase this year, right?
Ms. Stansfield

Yes.

Finance Committee - 04/21/2021 Page 15
Mayor Donchess

Questions/Comments? Anyone? (There were none) Madam Clerk could you please call the roll?

A viva voce roll call was taken which resulted as follows:

Yea: Alderman Klee, Alderwoman Lu, Alderman Harriott-Gathright,
Alderman Laws, Alderman O’Brien, Mayor Donchess 6

Nay: 0
MOTION CARRIED

From: Kelly Parkinson, Purchasing Manager
Re: City Hall Building Renovation Change Orders #4, 5 & 6 in the amount of $21,481.27 funded from account
GOFERR Grant

MOTION BY ALDERMAN HARRIOTT-GATHRIGHT TO ACCEPT, PLACE ON FILE, AND APPROVE THE
CITY HALL BULDING RENOVATION CHANGE ORDERS #4, #5, AND #6 TO DL KING & ASSOCIATES IN
THE AMOUNT OF $21,481.27. FUNDING WILL BE THROUGH DEPARTMENT: 129 CITY BUILDINGS;
FUND: GOFERR GRANT, BY ROLL CALL.

ON THE QUESTION

Mayor Donchess

Ms. Kleiner?

Kimberly Kleiner, Director of Administrative Services

Good evening Mayor. So back in September we awarded the original contract with DL King for a little bit over
$900,000.00. In December we came to the Finance Committee with change orders totaling a little over
$26,000.00 and those were approved. These additional change orders 4, 5 and 6 have been incurred since
then. | am happy to say we are just finishing up the Tax Office as of this Friday. These are through that part of
the project as well as changes that are already being made in the planning of starting the City Clerk’s Office.
So these additional changes total $21,481.27 which would bring the change orders for this project to a total of
$48,033.48 in total.

We did our best to identify the changes on each change order but | am here and will provide any additional
information to the Committee as it sees fit.

Mayor Donchess
Anyone? Alderwoman Lu?
Alderwoman Lu

Thank you. Just for the record and | just wanted to, | don’t mean to correct you. But | just wanted to make a
record, | think this change tonight is $26,552.21 is that correct?

Director Kleiner

Mr. Mayor?

Finance Committee - 04/21/2021 Page 16

Mayor Donchess

Yes?
Director Kleiner

So change order 1, 2 and 3, those were the change orders that were approved in December. That totaled the
$25,552.21. The change orders we are asking for additional approval for are changes 4, 5 and 6.

Alderwoman Lu
Thank you. Sorry about that.
Director Kleiner
You’re welcome.
Alderwoman Lu
I’m all set, Mr. Mayor.
Mayor Donchess
Anyone else? Could you please call the roll, Madam Clerk? Thank you.
A viva voce roll call was taken which resulted as follows:
Yea: Alderman Klee, Alderwoman Lu, Alderman Harriott-Gathright,
Alderman Laws, Alderman O’Brien, Mayor Donchess 6
Nay: 0
MOTION CARRIED

UNFINISHED BUSINESS - None

NEW BUSINESS — RESOLUTIONS - None

NEW BUSINESS — ORDINANCES - None

RECORD OF EXPENDITURES

MOTION BY ALDERMAN HARRIOTT-GATHRIGHT THAT THE FINANCE COMMITTEE HAS COMPLIED
WITH THE CITY CHARTER AND ORDINANCES PERTAINING TO THE RECORD OF EXPENDITURES
FOR THE PERIOD FROM APRIL 2, 2021 TO APRIL 15, 2021, BY ROLL CALL

A viva voce roll call was taken which resulted as follows:

Yea: Alderman Klee, Alderwoman Lu, Alderman Harriott-Gathright,
Alderman Laws, Alderman O’Brien, Mayor Donchess 6

Nay: 0

MOTION CARRIED

Finance Committee - 04/21/2021 Page 17
GENERAL DISCUSSION - None
PUBLIC COMMENT

REMARKS BY THE ALDERMEN

Alderman Klee

Thank you Mr. Mayor. | just wanted to mention to those that are listening that | have scheduled on Sunday
another cleanup effort on Whitney Street but they are talking about massive rain on Sunday so we may have a
rain date, please stay tuned. | will get the message out by Saturday morning one way or the other. It may be a
rain date for the next weekend, but | will Keep everybody informed. With New England we never know, they
could change Sunday back to sunny.

Mayor Donchess

Now | see that a member of the public may have wanted to speak during the Public Comment session. Is
there a hand up, is that a mistake? Is someone wanting ...?

Alderman Harriott-Gathright

Alicia has her hand up but | also wanted to speak in terms of — but | can wait.

Mayor Donchess

If we have a member of the public let’s go back to public comment. If someone wants to address the
Committee you should unmute and speak up.

PUBLIC COMMENT

Alicia Houston Sorry | was, | have not been internet accessed. So my name is Alicia Houston, Nashua
Resident on Westwood Drive. | actually, | feel like this might be a question for Ms. Gathright. | didn’t see any
of the bid contract information like for the vehicle purchases. And | am just wondering if that is something that
we might be able to take a look at. Because, maybe | am wrong, but | think that it would have needed to go
out to bid. So | just wanted to find out if that’s something that the public would be able to access. Thank you.

Mayor Donchess

That would be something the public is able to access; usually we would have to look through the materials. But
sometimes they attach through a State bid where there is an established price if not given a State bid.
Alderman Harriott-Gathright wouldn’t have any special knowledge regarding this and the person that did the
purchases has now left the meeting. We could clarify that at the next meeting if you'd like.

Ms. Houston OK, yeah thank you so much for your time. | am sure | can ask another one of the members and
get that answer. Thank you.

Mayor Donchess
Alright. Alderman Harriott-Gathright.

Alderman Harriott-Gathright

Never mind. | changed my mind about the question | had. There’s another comment | do need to make. | just
want to get condolences to the McNaught family. Maria McNaught passed last Friday and so many time when
we've been in front of City Hall for one celebration or another, she’s always been a part and she was one of

Finance Committee - 04/21/2021 Page 18

those that was always either in a wheelchair or in some type of mobility device. So she’s being eulogized on
Sunday actually at the Davis Funeral Home from 2:00 to 3:00 p.m. My heart goes out to her husband and to
her two children and her grandchildren. She’s been a longtime supporter of every and anything that —
Southern NH Outreach for Black Unity, as well as many other non-profits in Nashua as well as City Hall
supporter. Thank you.

Mayor Donchess

Alright. Alderwoman Lu?

Alderwoman Lu

Thank you Mr. Mayor. | actually just wanted to point out, | don’t know if this matters but on Item 7, the last item
we went through. The outline did and | am guessing that Alderman Gathright read the outline and it was
$26,552.00 but, in fact, the Memo from Purchasing that the $21,000.00 that Ms. Kleiner mentioned. So we
really should be voting on $21,000.00 and not $26,552.00. | don’t know if that matters.

Alderman Harriott-Gathright

Can | speak to that through you Mayor? | absolutely said $21,481.00.
Alderwoman Lu
OK that’s great.

Alderman Harriott-Gathright

Ms. Kleiner had interjected that 1, 2 and 3 previously was the $26,000.00, not me. | did say $21,000.00.
Alderwoman Lu

| just want to follow up.

Mayor Donchess

Yes, please.

Alderwoman Lu

| didn’t mean to suggest but the outline says $26,552.00. So that’s fine, if you didn’t read the outline.

Alderman Harriott-Gathright

| did read the outline, | have it front of me.
Alderwoman Lu
OH it says $21,000.00?

Alderman Harriott-Gathright

Yes it does.

Finance Committee - 04/21/2021 Page 19

Alderwoman Lu
OK sorry about that.

Alderman Harriott-Gathright

Let me just say this, because remember we get an outline maybe last Friday? | always keep up with whatever
she sends that day, so my outline says $21.

Alderwoman Lu

OK. Sorry about that. Ok great.

Mayor Donchess

Alright, any other Remarks by Alderman?

Alderman O’Brien

Thank you Mr. Mayor, may I?

Mayor Donchess

Yes, Alderman O’Brien.

Alderman O’Brien

| would like to offer through Ms. Houston if she wants to contact me, | happen to know her, | can probably help
her with obtaining that information. It could be secret with all the files is that there is no secret, it is all in the
public records so | can be of assistance. And then also Mr. Mayor, | don’t know if she still thinks it is relevant

but | did notice our Purchasing Manager raising her hand so | don’t want her to feel like we shut her out, if she
has something to inquire, Mr. Mayor.

Mayor Donchess

lam sorry. We don’t often, even though Ms. Parkinson is always here and we appreciate her presence we
don’t often call on her. So | didn’t see her hand and if she has anything to add please go ahead.

Kelly Parkinson, Purchasing Manager

Thank you. | did want to clarify a little bit on the vehicle bids. The two trucks, the one for transit and the one for
parking we did put out to bid and we did not get any bids in return; we actually bid them out twice and got
nothing in return for both of them. So parking went and negotiated a deal | think it was McMulkin but transit
had a list of approved vendors from the NTA and the MHQ from Massachusetts was one of those approved
vendors so we utilized the State of Massachusetts’ negotiated contract for that truck. So that’s the information
that | have on the bid if that’s what the inquiry was about.

Mayor Donchess

OK | think that probably covers it. Alright, any other remarks from Aldermen? | don’t see any.

Finance Committee - 04/21/2021 Page 20

NON-PUBLIC SESSION

MOTION BY ALDERMAN HARRIOTT-GATHRIGHT THAT THE FINANCE COMMITTEE GO INTO NON-
PUBLIC SESSION BY ROLL CALL PURSUANT TO RSA 91-A:3, Il (A) THE DISMISSAL, PROMOTION,
OR COMPENSATION OF ANY PUBLIC EMPLOYEE OR THE DISCIPLINING OF SUCH
EMPLOYEE, OR THE INVESTIGATION OF ANY CHARGES AGAINST HIM OR HER, UNLESS
THE EMPLOYEE AFFECTED (1) HAS A RIGHT TO A MEETING AND (2) REQUESTS THAT THE
MEETING BE OPEN, IN WHICH CASE THE REQUEST SHALL BE GRANTED; and (C) MATTERS
WHICH, IF DISCUSSED IN PUBLIC, WOULD LIKELY AFFECT ADVERSELY THE REPUTATION
OF ANY PERSON, OTHER THAN A MEMBER OF THE PUBLIC BODY ITSELF, UNLESS SUCH
PERSON REQUESTS AN OPEN MEETING. THIS EXEMPTION SHALL EXTEND TO ANY
APPLICATION FOR ASSISTANCE OR TAX ABATEMENT OR WAIVER OF A FEE, FINE, OR
OTHER LEVY, IF BASED ON INABILITY TO PAY OR POVERTY OF THE APPLICANT

SECONDED BY ALDERMAN KLEE
A Viva Voce Roll Call was taken, which resulted as follows:

Yea: Alderman Klee, Alderwoman Lu, Alderman Harriott-Gathright,
Alderman Laws, Alderman O’Brien, Mayor Donchess 6

Nay: 0

MOTION CARRIED

The Finance Committee went into non-public session at 7:50 p.m.
The Finance Committee came out of non-public session at 8:01 p.m.

MOTION BY ALDERMAN HARRIOTT-GATHRIGHT THAT THE FINANCE COMMITTEE SEAL THE
MINUTES OF THE NON-PUBLIC SESSION OF APRIL 21, 2021 BY ROLL CALL UNTIL SUCH TIME AS
THE MAJORITY OF THE COMMITTEE VOTES THAT THE PURPOSE OF THE CONFIDENTIALITY WOULD
NO LONGER BE SERVED, BY ROLL CALL

A Viva Voce Roll Call was taken, which resulted as follows:

Yea: Alderman Klee, Alderwoman Lu, Alderman Harriott-Gathright,
Alderman Laws, Alderman O’Brien, Mayor Donchess 6

Nay: 0

MOTION CARRIED

Finance Committee - 04/21/2021 Page 21

ADJOURNMENT
MOTION BY ALDERMAN KLEE TO ADJOURN BY ROLL CALL
A viva voce roll call was taken which resulted as follows:

Yea: Alderman Klee, Alderwoman Lu, Alderman Harriott-Gathright,
Alderman Laws, Alderman O’Brien, Mayor Donchess 6

Nay: 0
MOTION CARRIED
The Finance Committee meeting was adjourned at 8:02 p.m.

Alderman Linda Harriott-Gathright
Committee Clerk

FINANCE COMMITTEE

APRIL 21, 2021
7:00 PM

To Join Zoom Meeting: https://us02web.zoom.us/j/83949837668? pwd=S OIBLINs Okw3 KzO INW ZU Y1Z KUEp zUT 09
Meeting ID: 839 4983 7668 Passcode: 999999

Join by telephone: 1-929-205-6099
Meeting ID: 839 4983 7668 Passcode: 999999

If there is a problem with the audio, please dial 603-821-2049 to advise.

ROLL CALL
PUBLIC COMMENT
COMMUNICATIONS

From: Kelly Parkinson, Purchasing Manager
Re: Millyard Dog Park Feasibility Study in the amount of $49,683 funded from accounts 53142 Consulting Services

From: Kelly Parkinson, Purchasing Manager
Re: Master Control Panel for 3 Aeration Blowers in the amount of $59,327 funded from accounts 81200 Buildings &
Improvements

From: Kelly Parkinson, Purchasing Manager
Re: Vehicle: Supervisors Car in the amount of $31,359.00 funded from accounts FTA Grant & 81500 Vehicles

From: Kelly Parkinson, Purchasing Manager
Re: Vehicle: Service Truck in the amount of $79,783.52 funded from accounts CERF/81500 Vehicles

From: Kelly Parkinson, Purchasing Manager
Re: Mobile Parking Payment System Contract Renewal in the amount of no funding required
(end user funded)

From: Kelly Parkinson, Purchasing Manager
Re: Vehicle: Utility Truck in the amount of $67,898 funded from accounts 81500 Vehicles

From: Kelly Parkinson, Purchasing Manager

Re: City Hall Building Renovation Change Orders #4, 5 & 6 in the amount of $26,552.21 funded from account
GOFERR Grant

UNFINISHED BUSINESS

NEW BUSINESS — RESOLUTIONS

NEW BUSINESS — ORDINANCES

RECORD OF EXPENDITURES

GENERAL DISCUSSION

PUBLIC COMMENT

REMARKS BY THE ALDERMEN

NON-PUBLIC SESSION

ADJOURNMENT

City of Nashua

Purchasing Department
Administrative Services Division

(603) 589-3330

229 Main Street - Nashua, NH 03060 Fax (603) 594-3233

April 14, 2021
Memo #21-103

TO: Mayor Donchess
Finance Committee

SUBJECT:

Millyard Dog Park Feasibility Study in the amount of $49,683 funded from
accounts 53142 Consulting Services

Please see attached communications from Julie Chizmas, Transportation and Long Range Planner, dated
March 24, 2021 for project specific details related to this purchase. Below please find a summary of the
purchase approval request:

Item:

Value:
Vendor:
Department:
Source Fund:

Ordinance:

Consulting to execute a study to assess feasibility for a dog park to be developed

at The Millyard
$49,683

Ironwood & Hoyle, Tanner & Associates

181 Community Development
53142 Consulting Services/FY21 Escrow Funds

Pursuant to § 5-78 Major purchases (greater than $10,000) A. All supplies and
contractual services, except as otherwise provided herein, when the estimated
cost thereof shall exceed $10,000 shall be purchased by formal, written contract
from the lowest responsible bidder, after due notice inviting bids.

A competitive bidding RFP for this project was issued on January 13, 2021 and the following bids were

received:
Vendor Location Amount Note
Ironwood — Hoyle, Tanner | Exeter, NH $44,383 Bid submitted with RFP does not

& Associates

include private utility locator cost

The Community Development Division, and the Purchasing Department respectfully request your
approval of this contract.

Regards,
Kelly Parkinson

Purchasing Manager

Ce: S Marchant
J Graziano
J Chizmas